Travel Planner Specialist

Job Title: Travel Planner Specialist

Location: London and Midlands – Hybrid (plus travel as required)

We are Strata!

Imagine being part of a fast and exciting brand experience agency whose clients include specialists in new technology, creators of some of the most stunning electric vehicles on the planet, financial institutions, and global leaders in pharmaceutical solutions. As an agency, we elevate these brands and make them heard through immersive and memorable virtual and face 2 face experiences.

As a people-first business, we encourage ambition, support and reward. We’re always listening and open to your ideas, just as we do with our clients.

Our name? It’s Strata, an agency on a mission to be the very best. This means we always want to hear from the very best creative and intelligent souls who genuinely believe that every moment matters.

Job Overview

The Travel Planner Specialist designs and coordinates tailored travel and event arrangements, managing logistics, suppliers, budgets, and client communication to deliver seamless, high-quality travel experiences from planning through execution.

Responsibilities

• Liaising with travel suppliers and key client contacts

• Managing delegates, including post-event reporting

• Managing event registrations

• Preparing event reports for clients and the production team

• Creating joining instructions (distributed via the registration system)

• Creating and testing email communications, joining instructions, invitations, etc. and monitoring event registration inboxes and actioning responses

• Responding to ad hoc client press requests/enquiries, manning event hotlines, and answering queries

• Collating and updating detailed registration reports for clients

• Preparing all on-site event reports

• Creating rooming lists, flight manifests, transfer manifests, etc.

Data management and reporting

• Managing and maintaining event registration websites

• Producing and distributing communications such as invitations, joining instructions, and personalised itineraries

• Preparing welcome pack materials

• Managing ground transport, including airport and VIP transfers

• Managing accommodation

• UK-based venue sourcing, negotiation, and contracts

Managing budgets, payments, POs and invoicing

• ·Creating budgets and handling invoicing

The successful candidate must be able to demonstrate the below experience:

• Previous experience in a similar travel planning role within the events industry.

• Experience with disclosed agent practices / Tour Operators’ Margin Scheme (TOMS)

• Ability to be reactive and multitask, handling multiple requirements and stakeholders

• Excellent reporting and record-keeping skills

• Strong commercial acumen, budget management capabilities, and accurate financial reporting

• Excellent IT skills, including intermediate-level Microsoft Office proficiency; advanced Excel is preferable

• A confident and persuasive communicator, able to work productively with team members and peers

• Positive, highly organised, and naturally detail-oriented

• A strong overarching client-service ethic

Employee Benefits

• 25 days annual leave, plus usual Bank Holidays

• Birthday day off

• Private Health Insurance*

• Workplace pension scheme

• Death in service scheme

• Cycle to work scheme

• Hybrid working arrangement

• Regular social events

*Upon successful completion of a 6-month probation period

Our Principles  

We are a people-first brand experience agency with a set of core principles that guide our every action by measuring: 

A win for the client  
Client success is at the forefront of everything we do. We measure our success by the impact we make for our clients. We strive to exceed your expectations, delivering moments that matter with results that matter. 

A win for the company  
We believe in long-term partnerships and sustainable growth. When your business prospers, so does ours. Our commitment to excellence and innovation means we’re always ahead of the curve, offering you the best brand experiences. 

A win for the team  
Our team is the lifeblood of our agency. We celebrate diversity, promote collaboration, and foster an inclusive culture where every team member feels valued and empowered. When our team thrives, their passion and dedication is reflected in everything we deliver. 

A win for you  
Whether you’re engaging us for your events, already fostering a career at Strata, or considering one, our goal is to create a win for you. We’re dedicated to providing our employees with an enriching workplace that supports their growth and well-being. For our clients, a win means achieving your objectives and making your brand shine. 

A win for the planet  
We are committed to making environmentally responsible choices in our work. We recognise our responsibility to minimise our impact on the planet and contribute to a sustainable future. From eco-friendly event practices to conscious resource management, we aim to create events that are a win for the environment. 

Diversity at Strata

At Strata, people are at the heart of who we are.

We recognise and value the diverse and unique perspectives, experiences, and backgrounds that each individual brings.

We are committed to fostering a workplace where everyone feels respected, heard, valued, and empowered. We strive to create an innovative, creative, and inclusive environment where all employees and applicants can thrive.

We welcome applications from all suitably qualified individuals, regardless of age, disability, gender reassignment, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Recruitment decisions are based solely on merit, qualifications, and business needs.

Embracing diversity isn't just our goal, it's our strength, driving us towards a more inclusive future.

At Strata, we are proud to be a Disability Confident employer, committed to creating an inclusive and accessible workplace where everyone can thrive. We actively promote equal opportunities and support individuals with disabilities throughout their careers. As part of our recruitment process, we encourage candidates to let us know if they require any reasonable adjustments - our team is committed to ensuring a fair, supportive, and inclusive experience from application through to employment.